CLUB HANDBOOK - Special Olympics Ireland

SUB-COMMITTEES AND ASSISTANTS
A Club Management Team may form a sub-committee, from time to time, to undertake a particular
function or project that has specific defined goals, e.g. a fundraising event. A sub-committee will be
led by a member of the Club Management Team, who will coordinate the subcommittee and report on
progress.
The Club Management Team may also appoint assistants to any of the roles in order to assist the officer
in undertaking his/her task.
HOW SHOULD A CLUB MANAGEMENT TEAM OPERATE?
Regular Meetings
The most effective way of running your club is to schedule regular meetings of the Club Management
Team to discuss club business.
Regular meetings promote effective communication, increase awareness of knowledge and developments
and provide a platform for addressing challenges. Some key steps to ensuring that meetings are
effective include:
• Establishing a regular pattern – i.e. the 1st Wednesday of every month
• Setting an agenda – consult with the others
• Circulating the agenda in advance, including time and location
• Starting on time and ending on time
• Recording and circulating the minutes
• Following up on actions arising from the meeting
Minutes of Club Management Team meetings may be kept confidential to the committee but should be
recorded and stored appropriately for future reference and for historical records in the lifetime of the
club.
Club Management Team members should be mindful that Data Protection legislation permits an individual
to request a copy of any written information pertaining to that individual to be made available, if
so requested.
All officers on a Club Management Team must make every effort to ensure that information regarding
athletes, families and volunteers is treated in a careful and sensitive manner and discussed only with
those who need to know in accordance with Special Olympics Ireland policies.
Special Olympics Ireland Club Handbook | Page 9
Annual General Meeting
Once a year, not later than the end of November,
the Club Management Team should hold an Annual
General Meeting (AGM) for all club members.
The purpose of the AGM is to elect the Club Management
Team, inform the members of previous
and future activities, allows members to receive
the club accounts and to have an opportunity to
provide input and feedback on the club’s activities.
Roles on the Club Management Team are filled by
either elections or appointments.